How to choose the right fuel card for your fleet

Rising fuel prices and increasing operational expenses make it critical for fleets to adopt solutions that provide real-time visibility and control over fuel spending. To achieve this, fleet managers and business owners are leveraging fleet fuel cards and fuel management software to optimize fuel costs, improve operational efficiency, and streamline fuel management processes.

In this guide, we break down the benefits of a fuel card and which provider offers the right fuel card for your fleet.

What is a fleet fuel card?

A fleet fuel card is a specialized payment card designed for businesses to manage and control fuel purchases for their vehicles. Unlike regular credit cards, fleet fuel cards offer features such as spending controls, detailed transaction data, and integration with fleet management systems.

Fleet fuel cards can be used at a wide network of fueling stations, providing convenience and flexibility for drivers and mixed fleets. Additionally, many fleet fuel card programs offer access to discounts and rebates, helping businesses save money on their fuel expenses.

Whether you’re a small business or an enterprise business fleet, organizations can leverage fleet fuel cards to streamline their fuel management processes, improve fleet efficiency, and gain actionable insights to optimize their fleet operations.

What are the benefits of fleet fuel cards?

Fleet fuel cards offer a range of compelling benefits that can significantly impact your business's bottom line. By leveraging the benefits of fleet fuel cards, you can gain greater control over your fuel expenses, enhance operational efficiency, and drive cost savings across your fleet. Some of the key advantages of fuel cards include:

1. Fuel savings: Fleet fuel cards deliver significant fuel savings through fuel rebates, fuel discounts, cash back, and optimized purchasing controls. By leveraging the negotiating power of fuel card providers, your business can access competitive pricing and save money on every gallon of fuel purchased. 

2. Fraud prevention: Fleet fuel cards enhance fraud prevention by enabling spending controls, real-time alerts, purchase controls, and detailed transaction monitoring. You can set limits on purchase amounts, monitor employee spending, restrict transactions to specific merchants or fuel types, and receive instant notifications for suspicious activity. These features help mitigate the risk of unauthorized purchases and protect your business from financial losses.

3. Streamlined reporting: Fleet fuel cards come with powerful reporting tools that simplify administrative tasks and provide valuable insights. Streamlined reporting supports International Fuel Tax Agreement (IFTA) compliance by automatically capturing mileage and fuel purchase data, reducing manual effort and ensuring accuracy. Detailed expense tracking allows you to monitor fuel costs, identify trends, and make informed decisions based on real-time data. 

How to choose the right fuel card for your fleet

Choosing the right fleet fuel card for your business is a critical decision that can significantly impact your bottom line. By carefully weighing a variety of factors and aligning them with your fleet's unique business needs, you can select the right fleet fuel card that maximizes savings, streamlines fleet operations, and provides the tools necessary for effective fuel management. Here are a few factors you need to consider when evaluating fleet fuel card options:

• Fleet size and fuel usage: The size of your fleet and your fuel usage patterns should guide your decision. Some fuel cards are better suited for small fleets with lower fuel consumption, while others cater to larger fleets with higher volume needs. Assess your fleet's specific requirements to find a card that aligns with your scale and usage.

• Card fees: Pay close attention to the fees associated with each fuel card. Some cards may charge annual fees, monthly fees, setup fees, transaction fees, or inactivity fees. Consider the potential impact of these costs on your overall savings and choose a card with a fee structure that makes sense for your business.

• Acceptance network: The acceptance network is a crucial factor in determining the convenience and usability of a fuel card. Look for cards that are widely accepted at gas stations, truck stops, and other fueling locations in the areas where your fleet operates. A larger network means greater flexibility and reduced out-of-route miles for your drivers.

• Reporting and analytics: Reporting and analytics tools are essential for managing fuel expenses effectively. Evaluate the reporting capabilities of each fuel card, including the ability to generate detailed transaction reports, track fuel spend by driver or vehicle, and analyze fuel consumption trends. Comprehensive reporting features will help you identify cost-saving opportunities and make data-driven decisions.

• Fraud prevention: Assess the fraud prevention features offered by each fuel card. Look for cards that provide real-time alerts for suspicious transactions, allow you to set custom spending limits, and offer the ability to quickly lock or unlock cards in case of theft or misuse. Strong fraud prevention measures will help protect your business from unauthorized purchases and financial losses.

• Customer support: Evaluate the level of customer support provided by the fuel card issuer. Having access to responsive support teams can be valuable when you need assistance with card setup, transaction disputes, or general inquiries. 

• Integration capabilities: Consider how well the fuel card integrates with your existing fleet management systems. Seamless integration capabilities allows for streamlined data flow, reducing manual work and unlocking visibility across your fleet's performance.

Fuel card providers for fleets: Key benefits and features

When it comes to selecting the right fleet fuel card for your business, it's essential to consider the various offerings from top providers in the market. Each fuel card company brings unique features, benefits, and network coverage to the table.

Below is a non-ranking overview of widely used fleet fuel cards aimed to help support informed decision-making, so you can identify the right fuel card fit for your unique operational needs. Some fuel cards and their benefits include:

WEX Fleet Fuel Card

The WEX fleet fuel card is one of the most widely accepted fuel cards in the U.S., with access to over 180,000 fuel stations nationwide. Ideal for fleets of all sizes, the WEX fleet card offers customizable spending controls, real-time transaction alerts, and advanced fraud protection. Wex’s SmartHub platform delivers powerful fuel analytics and reporting, helping businesses track fuel usage and reduce costs. WEX also integrates with popular fleet telematics systems for improved visibility and performance.

Designed for: Large and mixed fleets looking for broad acceptance and advanced reporting tools.

Fuelman Fleet Card

Fuelman fuel cards are accepted at over 60,000 fuel stations, including major national chains and truck stops. These cards provide detailed fuel reporting, custom driver spending controls, and real-time fraud detection. Fuelman also offers a Mastercard option for universal acceptance. Fleet managers benefit from maintenance tracking tools and access to fuel rebates, helping control operational costs.

Designed for: Regional fleets and businesses needing strong fraud protection and flexible spending limits.

Coast Fuel Card

The Coast fleet fuel card operates on the Visa network, allowing fuel purchases wherever Visa is accepted. Designed for ease of use, it features real-time transaction monitoring, spending limits, and built-in fraud protection. Coast’s transparent pricing, intuitive dashboard, and competitive fuel rebates make it a top choice for cost-conscious fleet operators. Fleet managers also receive personalized onboarding and ongoing account support.

Designed for: Small to midsize fleets seeking nationwide coverage and user-friendly digital tools.

Comdata Fleet Fuel Card

Comdata offers a range of fleet fuel card solutions, including proprietary cards and the widely accepted Comdata Mastercard. Known for its strong presence at truck stops like TA, Pilot, and Love’s, Comdata delivers up to 40¢ per gallon in fuel savings. Key features include location-based authorization controls, real-time spending alerts, integration with telematics, and mobile tools for both drivers and managers. Detailed Level-3 fuel data ensures accurate tracking and compliance.

Designed for: Trucking fleets and heavy-duty operations looking for discounts and telematics integration.

Shell Fleet Fuel Card

Shell fleet fuel cards are designed for businesses that fuel at Shell stations and want to manage fuel spend more effectively. Shell’s business gas card includes customizable spending limits, driver ID verification, and real-time fuel transaction tracking. Shell’s Fleet Hub portal and mobile app allow managers to monitor activity, control cards, and receive alerts. With fuel rebates and 24/7 support, it’s a great fit for fleets focused on fuel savings and operational efficiency.

Designed for: Fleets operating regionally or near Shell stations, focused on fuel rebates and security.

Improve fuel management with Samsara

Samsara is a comprehensive fleet management solution that helps improve safety, efficiency, and sustainability. With telematics technology with GPS tracking capabilities for vehicles and assets, dash cams, ELD management, fleet fuel management, and more, Samsara helps organizations optimize fleet operations and maximize profitability. 

Samsara offers a powerful fuel management solution that helps fleets cut costs, waste, and fraud. In addition, Samsara offers one of the largest ecosystems of turnkey integrations designed to connect seamlessly with essential 3rd party applications, including integrations for fuel cards. With seamless connectivity and real-time data across your organization’s most critical tools, you can break down data silos and improve operational efficiency. 

Here are a few integrations with fleet fuel cards that Samsara supports, helping you manage your fuel spend and protect against fuel fraud:

• FLEETCOR (Comdata, Fuelman, and Mastercard): Automatically imports transactions from FLEETCOR-issued cards (including Comdata, Fuelman, and Mastercard) into Samsara for streamlined fuel purchase reporting. Enhances fraud detection by comparing vehicle GPS and tank level data with the purchase location. Includes admin tools for simplified expense tracking and IFTA compliance.

• WEX Fuel Card: Enables automatic data imports for WEX Fuel Card transactions, allowing for real-time spend monitoring and location-based fraud prevention. The WEX integration also streamlines receipt collection, IFTA reporting, and theft reduction through GPS proximity verification.

• AtoB: Minimizes fuel fraud and costs by linking tank level and GPS data to approve or decline transactions in real time. Automates spend assignment by cost center and suggests the most affordable fueling stations nearby. Built-in proximity checks and spend controls offer added protection.

• Fleevo Fuel Analytics: Uses AI and cross-platform fuel transaction data to identify suspicious behavior, shared card usage, and fuel waste. Compatible with any fuel card or on-site tank system.

• Fleevo Fuel Card Connector: Simplifies transaction syncing with direct integration, validates purchases using GPS and tank metrics, and supports daily reporting on fuel efficiency and driver accountability. Ideal for fleets with strict compliance requirements.

• Relay Fuel: Delivers real-time fuel transaction imports for accurate reporting and automated IFTA compliance. Reduces fraud through GPS-based proximity verification.

• E.J. Ward (SimplyFuel Solutions): Integrates Samsara vehicle data with Ward’s fuel management platform, creating a comprehensive view of operations. Sends key data points like VIN, odometer, engine hours, and ignition status for enhanced analytics.

• RoadFlex: Routes drivers to the lowest fuel prices, automates fraud prevention using GPS, and offers real-time visibility and spend control across your fleet. Features robust AI to block misuse and strong admin tools for oversight.

To explore all of Samsara’s integrations, check out our App Marketplace. Or, if you’d like to learn more about how Samsara can help you transform your fuel management operations, dive into our Fleet Management platform and reach out to our team today.